Executive Assistant A

University of Pennsylvania; Pennsylvania; On-site; USD 66,000 - 70,000; Full time

Job summary

Executive Assistant A at the University of Pennsylvania's Perelman School of Medicine provides high-level support to the Chair of the Department of Neurology, handling complex and confidential tasks to ensure the Chair's office runs efficiently. You will manage the Chair's calendar, draft correspondence, and prepare background information on priority issues.

The role requires liaising with internal and external stakeholders, coordinating meetings, managing reimbursements, and supporting

Qualifications

• Bachelor's degree required or equivalent combination of education and experience.
• 3-5 years of experience in an executive assistant or similar role.

Responsibilities

• Provide high-level administrative support. Create invoices, reports, memos, letters, financial statements, and other documents.
• Manage and maintain schedules.
• Coordinate and direct office services, travel arrangements, and budget preparation for executives.
• Answer phone calls and messages and direct calls/emails to appropriate parties.

Skills

High-level administrative support

Calendar management

Travel arrangements

Invoicing and documentation

Education

Bachelor of Arts / Bachelor of Science with 3-5 years experience

Job description

Executive Assistant A

University Overview

The University of Pennsylvania, the largest private employer inPhiladelphia, is a world-renowned leader in education, research,and innovation. This historic, Ivy League school consistently ranksamong the top 10 universities in the annual U.S. News & WorldReport survey. Penn has 12 highly-regarded schools that provideopportunities for undergraduate, graduate and continuing education,all influenced by Penn's distinctive interdisciplinary approach toscholarship and learning. As an employer Penn has been rankednationally on many occasions with the most recent award from Forbeswho named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city ofPhiladelphia. The University is situated on a beautiful urbancampus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance andlandmarks, lively cultural offerings, and wide variety ofatmospheres, Philadelphia is the perfect place to call home forwork and play.

The University offers a competitive benefits package that includesexcellent healthcare and tuition benefits for employees and theirfamilies, generous retirement benefits, a wide variety ofprofessional development opportunities, supportive work and familybenefits, a wealth of health and wellness programs and resources,and much more.

Posted Job Title

Executive Assistant A

Job Profile Title

Executive Assistant A

Job Description Summary

The Department of Neurology in the Perelman School of Medicine hasover 230 full time faculty (clinicians and full-time researchers)and 16 divisions that serve both adult and pediatric neurologypatients.

The Department is seeking an Executive Assistant that provideshigh-level support to the Chair of the Department of Neurology, handling a variety of complex and confidential tasks to ensure theefficient operation of the Chair's office. The Executive Assistantalso provides advanced and expert-level support to the Chair bymanaging their time and priorities with meticulous calendarmanagement, drafting and editing correspondence, and compilingbackground information on priority issues and projects. TheExecutive Assistant will also maintain and process reimbursementsand maintain annual committee memberships.

This individual serves as a liaison to internal and externalconstituents and is the first point of contact for the ChairsOffice to internal and external visitors. The Executive Assistanteffectively collaborates with individuals at all levels of theorganization including senior leaders of the School of Medicine andUniversity of Pennsylvania Health System.

Job Description

Job Responsibilities

• Provide high-level administrative support. Create invoices,reports, memos, letters, financial statements, and other documents,using word processing, spreadsheet, database, or presentationsoftware.
• • Manage and maintain schedules
• • Coordinate and direct office services, such as records,departmental finances, budget preparation, personnel issues, andhousekeeping, to aid executives. Make travel arrangements forexecutives/ senior leaders
• • Answer phone calls and messages and direct calls/emails toappropriate parties or take messages
• • Communicating with people outside the organization, representingthe organization to customers, the public, government, and otherexternal sources. This information can be exchanged in person, inwriting, or by telephone or e-mail.
• • Organizes, facilitates and supervises all activities of theassigned office; makes autonomous decisions with respect to thesenior leader's time commitments; strategically organizes thepriorities relative to his/her schedule; responds on the leader'sbehalf to numerous internal and external inquiries while makingindependent decisions about which opportunities the leader shouldpursue, and defines the scope of work for proposed activitiesrelated to the senior leader
• • Project management: The executive assistant will provide smoothand efficient management of complex projects
• • Oversight of department website (liaising with PSOM and HealthSystem marketing), social media accounts
• • Support of department Vice Chairs on strategic chair-relatedprojects
• • Manages, plans, and coordinates the implementation of allactivities for the Office
• • Coordinate and arrange important meetings
• • Other duties as assigned

Qualifications

• Bachelor of Arts, Bachelor of Science, and 3 to 5 years ofexperience or equivalent combination of education and experience isrequired.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$65,628.00 - $70,000.00 Annual Rate

Salary offers are made based on the candidate's qualifications,experience, skills, and education as they directly relate to therequirements of the position, and in alignment with salary rangesbased on external market data for the job's level. Internalorganization and peer data at Penn are also considered.

Equal Opportunity Statement

The University of Pennsylvania is an equal opportunity employer.Candidates are considered for employment without regard to race,color, sex, sexual orientation, religion, creed, national origin(including shared ancestry or ethnic characteristics), citizenshipstatus, age, disability, veteran status or any class protectedunder applicable federal, state or local law.

Special Requirements

Background checks may be required after a conditional job offer ismade. Consideration of the background check will be tailored to therequirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Pennoffers comprehensive medical, prescription, behavioral health,dental, vision, and life insurance benefits to protect you and yourfamily's health and welfare. You can also use flexible spendingaccounts to pay for eligible health care and dependent careexpenses with pre-tax dollars.
• Tuition: Take advantage of Penn's exceptional tuitionbenefits. You, your spouse, and your dependent children can gettuition assistance here at Penn. Your dependent children are alsoeligible for tuition assistance at other institutions.
• Retirement: Penn offers generous retirement plans tohelp you save for your future. Penn's Basic, Matching, andSupplemental retirement plans allow you to save for retirement on apre-tax or Roth basis. Choose from a wide variety of investmentoptions through TIAA and Vanguard.
• Time Away from Work: Penn provides you with asubstantial amount of time away from work during the course of theyear. This allows you to relax, take vacations, attend to personalaffairs, recover from illness or injury, spend time withfamily-whatever your personal needs may be.
• Long-Term Care Insurance: In partnership with GenworthFinancial, Penn offers faculty and staff (and your eligible familymembers) long-term care insurance to help you cover some of thecosts of long-term care services received at home, in the communityor in a nursing facility. If you apply when you're newly hired, youwon't have to provide proof of good health or be subject tounderwriting requirements. Eligible family members must alwaysprovide proof of good health and are subject to underwriting.
• Wellness and Work-life Resources: Penn is committed tosupporting our faculty and staff as they balance the competingdemands of work and personal life. That's why we offer a widevariety of programs and resources to help you care for your health,your family, and your work-life balance.
• Professional and Personal Development: Penn provides anarray of resources to help you advance yourself personally andprofessionally.
• University Resources: As a member of the Penn community,you have access to a wide range of University resources as well ascultural and recreational activities. Take advantage of theUniversity's libraries and athletic facilities, or visit ourarboretum and art galleries. There's always something going on atPenn, whether it's a new exhibit at the Penn Museum, the latestmusic or theater presentation at the Annenberg Center, or the PennRelays at Franklin Field to name just a few examples. As a memberof the Penn community, you're right in the middle of theexcitement-and you and your family can enjoy many of theseactivities for free.
• Discounts and Special Services: From arts andentertainment to transportation and mortgages, you'll find greatdeals for University faculty and staff. Not only do Penn arts andcultural centers and museums offer free and discounted admissionand memberships to faculty and staff. You can also enjoysubstantial savings on other goods and services such as new carsfrom Ford and General Motors, cellular phone service plans, movietickets, and admission to theme parks.
• Flexible Work Hours: Flexible work options offercreative approaches for completing work while promoting balancebetween work and personal commitments. These approaches involve useof non-traditional work hours, locations, and/or jobstructures.
• Penn Home Ownership Services: Penn offers a forgivableloan for eligible employees interested in buying a home orcurrently residing in West Philadelphia, which can be used forclosing costs or home improvements.
• Adoption Assistance: Penn will reimburse eligibleemployees on qualified expenses in connection with the legaladoption of an eligible child, such as travel or court fees, for upto two adoptions in your household.

To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay